Employee Management
In the Employee Module of Odoo 18, users are greeted with a central window showcasing the profiles of all employees within the organization. These profiles are neatly presented, offering an organized view of the employee data, with each profile often accompanied by the employee's photo for easy identification.
By default, the module uses a Kanban view, which arranges the profiles in a visually appealing manner. However, users have the flexibility to switch to other views, such as List View, Activity View, Graph View, Pivot View, and Hierarchy View, depending on their preferences or specific needs.
The Hierarchy view provides a clear visual representation of the organizational structure, helping users understand the relationships between managers, subordinates, and departments. This makes it easier to navigate the company's employee hierarchy, which is particularly useful in larger organizations where multiple teams and departments are involved.
To further enhance user experience, Odoo 18 offers various filtering and grouping options that make it simpler to locate and manage specific employees. These tools enable HR professionals to categorize employees by different parameters, such as department, company, and role, using default or custom sorting options.
For organizations operating across multiple companies, a dropdown menu on the left-hand corner allows users to select the company they wish to view. Below this, the system also displays a list of departments, along with the number of employees within each department, aiding in efficient employee classification and management. Furthermore, employee work locations are indicated with a home icon for remote workers, and the online status of employees is visible in the upper-right corner, ensuring that managers and HR personnel can easily track real-time employee availability.
The clock icon on each employee's profile allows managers to assign tasks, schedule activities, and monitor employee work hours, further streamlining workforce management.
For adding new employees, Odoo 18 offers a "New" option, enabling HR personnel to quickly create employee profiles.
During the creation process, users are prompted to fill in key details such as the employee's Name, Job Title, Work Email, Work Phone, Work Mobile, Tags, Company, Department, Job Position, Manager, and Coach information. This setup ensures that all basic employee information is captured right from the start.
The system includes a "Resume" tab, where users can store employee resumes and skill details. This is particularly useful for tracking employee qualifications and facilitating training or development programs. Through this tab, HR managers can add information related to an employee's education, work experience, certifications, and internal training courses.
For each entry, users can specify the type (e.g., education, experience, or internal training) and include details like start and end dates, as well as brief descriptions.
Additionally, employees can be categorized based on their skills. The Skills section allows HR personnel to define specific competencies, such as technical skills, language proficiency, or soft skills, and assign a skill level to each.
This information helps in better understanding an employee's strengths and areas for improvement. By installing Skill Management module, additional configuration options for skills and skill levels become available, giving HR managers more control over this feature. Clicking on the Timeline will show the skill report of the particular employee.
In the "Work Information" tab, users can specify the employee's work location, such as a physical office or remote work setup.
Furthermore, the system enables the creation of a personalized organizational chart, reflecting the employee's role within the company and their reporting relationships. The Expense, Time-Off, and Attendance approvers of this employee can be specified in the Approvers section.
Odoo 18 also allows managers to configure work schedules for each employee, setting default working hours and time zones. This helps create a consistent workflow and ensures that employees adhere to the organization's scheduling policies.
The "Private Information" tab provides a secure space to store sensitive personal data. This includes private contact details, emergency contact information, family status, citizenship, education, and work permit.
You can add the employee’s Private Address, Email, Phone, Bank Account, Home-Work Distance, and Private Car Plate details under the Private Contact section. Mention the Nationality, Identification No, SSN No, Passport No, Gender, Date of Birth, Place of Birth, and Country of Birth in the Citizenship section. For emergency contact information, you can mention Contact Name and Contact Phone.
Marital Status and Number of Dependent Children can be added in the Family Status field. Under the Education section, add the Certificate Level, Field of Study, and School. For employees who require specific work permits or visas, this section also allows the entry of relevant information such as work permit numbers, visa details, and expiration dates.
In the Settings section of the employee profile, you can specify the employee type, such as employee, student, trainee, contractor, or freelancer. This step is essential for assigning the appropriate access and permissions to the employee, based on their role. Additionally, you can link the employee to a "Related User," which allows them to manage relevant resources within the system. Under the payroll section, you can input details about the employee’s current contract and employment position. The system also provides options to include specific settings, such as the Fleet Mobility Card and Hourly Cost, under the Application Settings.
For attendance tracking, the Attendance field allows you to set up a PIN code for check-in and check-out, especially useful in point-of-sale or attendance systems. This functionality also facilitates the management of cashiers in the POS module. To streamline employee identification, Odoo 18 provides an option to generate Badge IDs for employees. You can quickly create these ID codes by selecting the "Generate" option, simplifying the process of assigning and printing badges for employee access.
Once inside the Employee form, locate the Action button at the top of the screen and click on it to reveal a dropdown menu. From the available options, select Add Properties.
Upon selecting this option, a dialog box will appear where you can define and assign specific attributes to the employee. These properties might include details such as their job position, department, contract type, or any custom fields relevant to the organization. Fill in the appropriate values or select from the predefined options based on your requirements.
After inputting the necessary details, confirm your entries by clicking anywhere in the window. These properties will now be linked to the employee's profile, providing a more detailed and structured record of their role and associated attributes.
Another key feature is the Presence Control, which has been relocated from the Attendance module to the Employee form.
This feature provides several options to manage employee attendance directly from their profile. These options include:
● Set Present: Mark the employee as present for a specific day or shift.
● Set Absent: Record an absence for the employee, ensuring accurate attendance tracking.
● Add a Log Note: Create a quick note related to the employee’s presence or activities, maintaining a record for future reference.
● Send an SMS: Communicate directly with the employee via SMS for notifications or updates regarding attendance or other matters.
● Create a Time Off: Initiate and approve a time-off request for the employee, simplifying leave management.
You can view all the contracts associated with a particular employee by selecting the "Contract" option. The Employee Module also allows HR managers to track employee equipment and assets under the "Equipment Count" smart button, providing details on items assigned to each employee. This section is particularly useful for managing tools, devices, or company vehicles issued to employees. Additionally, managers can monitor employees' remaining leave balances and schedule time off directly through the "Time Off" option. The "Org Chart" option will display a hierarchical view of the employee's position within the organization. This visual representation helps to clearly outline the employee's role, their manager, and the overall reporting structure, providing a quick and easy way to understand the employee's place in the company hierarchy.
Onboarding and offboarding processes are streamlined within Odoo 18 using the Launch Plan option. HR teams can assign onboarding tasks to new employees, ensuring that they are introduced to the company's operations and culture.
Similarly, when an employee leaves, offboarding procedures can be set up to ensure a smooth exit, including the return of company property and the completion of necessary paperwork.
These are the steps to follow when creating an employee profile in Odoo ERP's Employee module. By following this process, you can efficiently set up and manage employee details, including their roles, contracts, and other essential information within the system.